Front Desk & Administrative Coordinator (69535)

COMPANY OVERVIEW

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America – one of the nation’s largest and most comprehensive human services organizations.  

JOB SUMMARY

The Front Desk & Administrative Coordinator serves as the first point of contact for visitors, callers, employees, vendors, and other stakeholders while providing day-to-day administrative and office support. This position is responsible for maintaining a professional and welcoming front-office environment, managing incoming communications, coordinating mail and deliveries, maintaining office supplies and records, and assisting with general administrative functions.

WORK LOCATION & SHIFT

• HQ Lanham Office
• Onsite Monday - Friday (8:30 AM - 5:00 PM)

RESPONSIBILITIES

• Greet and assist visitors, guests, employees, vendors, and other individuals entering the office.

• Answer, screen, and route incoming telephone calls to the appropriate department or staff member.

• Respond to general inquiries and provide accurate information in a professional and courteous manner.

• Monitor the reception/front desk area and maintain a professional, organized, and welcoming environment.

• Notify staff of visitor arrivals and assist with visitor sign-in and access procedures as required.

• Receive, sort, distribute, and process incoming and outgoing mail.

• Prepare correspondence, packages, certified mail, and overnight shipments.

• Coordinate pickups and deliveries with postal, courier, and shipping services.

• Receive deliveries and notify appropriate employees or departments.

• Provide general clerical and administrative support to leadership and staff.

• Prepare, type, format, copy, scan, and file documents and correspondence.

• Maintain electronic and paper filing systems.

• Schedule meetings, reserve conference rooms, and assist with meeting preparation when requested.

• Assist with printing, copying, assembling, and distributing materials.

• Maintain confidential information and records in accordance with organizational policies.

• Assist departments with special projects and administrative assignments as needed.

• Monitor office and administrative supply inventory and coordinate replenishment.

• Maintain organization of common areas, conference rooms, supply areas, and front-office spaces.

• Submit or communicate facility and office maintenance requests when necessary.

• Maintain updated telephone lists, directories, visitor information, and other office resources.

• Assist with coordinating vendors and office service providers.

• Support day-to-day office operations to ensure administrative needs are addressed efficiently.

REQUIREMENTS

• Successful candidate must possess a High School Diploma or equivalent and the ability to type 35-40 words per minute accurately.

• Minimum of 1–2 years of administrative, receptionist, office support, or customer service experience preferred.

• Strong verbal and written communication skills.

• Professional telephone etiquette and interpersonal skills.

• Strong organizational and time-management abilities.

• Ability to prioritize assignments and manage multiple responsibilities.

• Strong attention to detail and accuracy.

• Ability to maintain confidentiality and exercise sound judgment.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and MS Teams.

EFFECT ON END RESULT

• Ensures a safe, secure and efficient facility and program.

• Ensures safety of staff in fire and other emergencies.

• Presents a positive image to the employees and the public.

PHYSICAL REQUIREMENTS

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The physical ability to stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.

• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.

• Operating office equipment requiring continuous or repetitive hand/arm movements.

• The ability to remain in a sitting position for extended periods of time.

• Occasionally, ability to lift, carry, push, pull or otherwise move objects, including the human body.